Unit Roster (Spreadsheet)

Introduction

The Unit Roster, delivered via a report in CSV (MS Excel spreadsheet format), provides a listing of all personnel (including civilians and PHS Officers) and positions at a department. The roster includes:

Field	Description
Emplid	Employee ID Number
Rank	Rank/Rate
Grade	Paygrade
Member Name	Name (Last,First, MI)
Employee Class	Member Type (Regular/Reserve/Civilian/Public Health Service)
Deptid	Department ID Number
Dept Name	Name of Department
ATU	Administrative Target Unit (District/Area)
OPFAC	Operational Facility Code
Exp Loss Dt	Date a member is expected to be discharged/retired (N/A for civilians & PHS)
Exp AD Term Dt	Expected Active Duty Termination date. (N/A for civilians & PHS)
Rotate Dt	Rotation date. (N/A for civilians)
Birthdate	Date of birth (N/A for civilians)
AD Base Dt	Active Duty Base Date (N/A for civilians & PHS)
Date of Rank	Effective date of rank (N/A for civilians)
Report Date	Date reported to current department ID. (N/A for civilians)
Trning Rate	Reserve Training Rating (Reserve Only)
Anniv Date	Reserve Anniversary Date (Reserve Only)
Cost Center	Cost Center (for contingency operations)
Sea Pay Prem Dt	Date Career Sea Pay Premium started (N/A for civilians & PHS)
BAH/BAQ	Basic Allowance for Housing entitlement (N/A for civilians & PHS)
RES Screen Dt	Date of last Reserve Annual Screening Questionnaire (Reserve Only)
CUM Sea Time	Cumulative Sea Time (N/A for civilians & PHS)
Mar Stat	Marital Status (N/A for civilians)
Ethnic Group	Ethnic Group (N/A for civilians)
Last Good Con Dt	Date of last Good Conduct Award (N/A for civilians & PHS)
Position Nbr	Position number (BCN)
Posn Entry Dt	Date entered current position.
Gender	Male/Female
POSNSEN	Position Sensitivity. Examples: (N/A for civilians) Moderate Critical Non-Critic Moderate Low Risk
POSNCLRNC	Position Security Clearance Requirement. Examples: (N/A for civilians) None Secret
MBRCLRNC	Member Security Clearance (N/A for civilians)
CITZN	Member Citizenship (N/A for civilians)
Leave Balance	Leave Balance (as of the most recent JUMPS end-month compute, e. g. Doesn't reflect leave that has not yet processed through JUMPS). (N/A for civilians & PHS)
Obligation	Shows reason for obligated service if member has extended or obligated for a reason other than their own request at normal end of enlistment. Examples: TA = Tuition Assistance PG SCHOOL = Post Graduate School CSRB = Critical Skills Retention Bonus
Effdt	Date member incurred obligated service (blank if Obligation field is blank)
Duration	Number of months obligated service (0 if Obligation field is blank)

The Unit Roster can be requested in as a comma delimited (.csv) file. CSV files can be imported into a spreadsheet or local database application.

Note: The CSV format is the only working file format. Recent changes to the report included the addition of several columns of occupational data. The PDF and HTM file formats cannot accommodate the additional data.

Procedure

Start Internet Explorer, sign into PeopleSoft (note, see the Signing In topic in the Using PeopleSoft section if you need help getting started) and follow these steps to complete this procedure.

Step	Action
1	Select menu items in the following order (note, see the Basic Navigation topic for help on using menus): Main Menu> Administer Workforce > Administer Workforce (GBL) > Report > Unit Roster
2	Finding or Creating the Run Control ID (Each run control you create receives a unique run control ID. When you select a report from a menu, a search dialog box appears, asking for a run control ID. If you're in Add mode, enter a new ID for the run control you're about to define. If you're in Update/Display mode, enter an existing run control ID or press Enter and select from the list of available run control IDs): If you haven't run this report before, click the Add a New Value link (near the bottom of the page) and create a new Run Control ID. The ID can be any name you want to identify the report by (no spaces are permitted). Click the button. If you already have a Run Control ID, enter all or part of it and click the button. Select the Run Control ID from the search results.
3	Selecting the Department or Relationship criteria: Select the ISC, SPO (SPO), Deptid, or ATU radio button and enter the department ID or ATU number (if that option was selected) number. You can use the icon to search for the department ID/ATU if necessary. ISC, will include rosters for all units associated with ISC department number you enter. SPO, will include rosters for all units associated with SPO department number you enter. Deptid, will produce a roster for each department number your enter. Use the or buttons to add/remove department IDs. ATU will produce a roster for all units with that ATU prefix (Example: ATU 01 for First Coast Guard District)
4	Selecting the Employee Class: You can select one or more employee classes for the roster or leave this field blank for all classes. Use the icon to lookup available classes. IRR, IRR(ASP), ASL, ISL reservists will be listed under the ISC responsible for the area in which them members reside. Use the or buttons to add/remove employee classes. Note: Civilians and USPHS members will appear only if the user leaves the employee class option as blank.
5	Click the button and complete the Process Scheduler Request page.

Step	Action
6	The Process Scheduler Request page will display
7	Select Web from the Process Type drop down menu. Note: The ability to have reports delivered by email has been removed from the system effective 1 October 2010.
8	Select the file format. Not all file formats are supported by all reports, CSV is the most reliable. Note: The CSV format is the only working file format. Recent changes to the report included the addition of several columns of occupational data. The PDF and HTM file formats cannot accommodate the additional data. CSV = Readable by MS Excel, text editors, other spreadsheet programs and database applications. HTM = Web page PDF = Adobe Acrobat
9	Click the OK button to launch the process and return to the Process Scheduler Request page.
10	Click the Process Monitor link in the upper right-hand corner of the Process Scheduler Request page.
11	The Process Monitor page will display. Click the Refresh button periodically until the Run Status shows "Success" and the Details link is active. It could take some time for the status to change if you are running a large report or the system is heavily loaded.
12	Click the Details link. The Process Detail Page will display. Click the View Log/Trace link.
13	The Report Log Viewer page will open in a new window. Access your report by right-clicking the link with the report name and number in it (In the example below, cgasqrpt_615427.csv is the link to the report) and selecting "Save Target As...". Note: When you right mouse click and select "Save Target As" you will be asked to select a location on your system to save the file to:
14	When the download is complete click the open button:
15	The report will open in MS Excel. You will need to adjust the column widths to view all of the information. You can quickly filter the roster by selecting Data \| Filter \| Auto Filter from the Excel menu. This will add a drop-down field chooser in the column heading row. Select the data element you want to filter by, this will hide any rows that do not meet the filter criteria.